1. WRITTEN COMMUNICATIONS

2. Types of Written Communications
Letters to patients
Thank you for referral
Sympathy card
Letter of appreciation
Birthday and holiday greeting

3. Types of Written Communications
Collection
Most send 30-, 60-, and 90-day notices
Then a certified letter with a 10-day warning
Then send to collection

4. Types of Written Communications
Newsletters

5. Stationery Supplies
Select a good quality bond paper for the office letterhead
A color theme in stationery supplies can set the tone for the office
An alternative to purchasing stationery is to create a template in word processing

6. Factors to Consider in Written Communications
Use correct grammar
Use appropriate business punctuation
Use technical language sparingly when communicating with lay person
Eliminate words that say nothing
Vary sentence length and sentence structure
Put the reader in the sentences
Use positive words

7. Characteristics of an Effective Letter
Neatness
Organized thoughts and delivery
Positive attitude
Use helpful and caring phrases
Use of the team approach
Focus on the patient
Say "we" and not "I"

8. Business letter

9. Parts of a Business Letter
Date line
For full pages, about 2 inches below the lowest letterhead line
Current trend is toward left side of page
Inside address
Includes same information as the envelope
A matching envelope can be printed with software programs

10. Full block style [Your Name / Company Name] [Title (Optional)]
[Address]
[Tel] [
December 21, 2012.
[Recipient’s Name]
Dear :

11. Modified block style letter

12. Parts of a Business Letter
Inside address/envelope
Do not put both Dr. and the degree
Use two letters for the state in capital letters
Use two spaces before the ZIP code
Salutation
One double space below the inside address
Body of letter
Message
Complimentary close
One double space below end of body of letter
Directly below the date

13. Parts of a Business Letter
Keyed Signature
Four lines below complimentary close
Reference Initials
Doctor's initials capitalized, then typist's in lower case

14. Parts of a Business Letter
Attention line
To indicate that the writer prefers the letter be directed to an individual
Subject line
Typed and double spaced after the salutation followed by a double space before continuing with the body of the letter
May be typed in all capital letters, in capital and lowercase, or be underlined

15. Parts of a Business Letter
Enclosures
When the letter mentions that items are enclosed or attached
Typed a double space below the reference initials, even with the left margin

16. Capitalization Common usage
The first word of every sentence should be capitalized
The first word of a complete direct quotation should be capitalized
The first word of a salutation and all nouns used in the salutation should be capitalized
The first word in a complimentary close should be capitalized
All proper names should be capitalized

17. Preparing an Effective Letter
Collect Information
What it is about and to whom it is being sent
Examples are letters of referral and inquiry
Make An Outline
Creates an organization and framework
Develop the letter
First paragraph sets tone and gets attention
Go from general to specific
Review and revise the letter
Evaluate for clarity by re-reading

18. Envelope